How to delete Sea-service (Onboard) activity linked to Timesheets.

Owned by Roman Zelenskyi
Last updated: Feb 05, 2024 by Daria Chebotaieva
4 min read

This article explains how to delete Sea-service (Onboard) activity linked to Timesheets.

Problem

Once Onboard activity is confirmed (crew is signed on) and time registrations are done (manually or via panel PC), a Timesheet is created and linked to this Onboard activity. From this point, it is not possible to delete this activity, unless linked Timesheet(s) is canceled.

To avoid such scenarios, users in charge should be careful when signing on crew members, verifying data before confirmation. Date and Position should be double-checked in the first place.

Contents

Solution

The below steps should be followed in case a user made a mistake and needs to reassign a crew member or remove the assignment completely:

1. All actions should be done on the VESSEL SERVER the activity is linked to!

2. Onboard activities are linked to Timesheets. You can only delete them if you CANCEL linked Timesheets first.

3. Crew should stop swiping and no time registrations should be added for this crew member manually during this process.

4. If the Onboard activity started from the previous month/months, you need to cancel all Timesheets, linked to this activity, before you can delete this activity.

5. Timesheets can be in different states.

     5.1. CREATED – not processed yet and linked to the current period.

In this case, you need to Cancel the Timesheet on the vessel side in the APP for current ONBOARD activity.

  • from crew member screen > My Timesheets > Current:

  • or from Coordinator screen > Co-Workers Timesheets > Documents workflow > Time clock subordinates (Current):

     5.2. CREATED – not processed yet and linked to past periods (closed periods).

In this case, you need to Cancel Timesheets on the vessel side in the APP for current ONBOARD activity.

  • from crew member screen > My Timesheets > Past Due and Rejected (Past Due and Rejected):

  • or from Coordinator screen > Co-Workers Timesheets > Documents workflow > Time clock subordinates (For Submission):

     5.3. SUBMITTED – submitted by the crew or his coordinator.

In this case, you need to Reject the Timesheet on the vessel side in APP by Approver and then by Coordinator:

  • from Approver screen > Co-Workers > Documents Workflow > Waiting for Approval:

  • then from Coordinator screen > Co-Workers > Documents Workflow > Rejected:

After the above Reject steps, the Timesheet can be Cancelled.

  • from crew member screen > My Timesheets > Past Due and Rejected (Past Due and Rejected):

  • or from Coordinator screen > Co-Workers Timesheets > Documents workflow > Time clock subordinates (Rejected):

     5.4. APPROVED – approved by Approver (sent to APM level).

In this case, you need to Reject Timesheet on the vessel side in APM from Payroll > Process > Time Sheets:

Then Reject by Approver in APP on Vessel side from Co-Workers Timesheets > Documents workflow > (Rejected):

Then Reject by Coordinator in APP on Vessel side from Co-Workers Timesheets > Documents workflow > (Rejected):

After the above Reject steps, the Timesheet can be Cancelled.

  • from crew member screen > My Timesheets > Past Due and Rejected (Past Due and Rejected):

  • or from Coordinator screen > Co-Workers Timesheets > Documents workflow > Time clock subordinates (Rejected):

6. Delete the wrong activity in APM on the VESSEL server.

7. Reassign crew to Rotation plan in APM.

8. Recreate Timesheet in APP (for historical Timesheets) or let a crew swipe (for current Timesheet to be recreated automatically):